15–17 January 2020 Selsdon Park Hotel, Surrey, UK

Anglo-French Physical Acoustics 2020

Conference Handbook

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Contents

Contacts ............................................................................................................................................... 2

General enquiries .................................................................................................................................. 2

Disclaimer ............................................................................................................................................ 2

Social Media......................................................................................................................................... 2

Organising committee ........................................................................................................................... 2

Sponsors .............................................................................................................................................. 2

Venue ................................................................................................................................................... 3

Accommodation .................................................................................................................................... 3

WiFi ...................................................................................................................................................... 4

Travel ................................................................................................................................................... 4

Programme ........................................................................................................................................... 4

Registration .......................................................................................................................................... 4

Payment ............................................................................................................................................... 5

Catering ................................................................................................................................................ 5

Dietary requirements ............................................................................................................................. 5

Social programme ................................................................................................................................. 5

Presenter instructions ............................................................................................................................ 5

Length of presentations ......................................................................................................................... 5

Instructions for speakers ....................................................................................................................... 6

Format and Technical Requirements ...................................................................................................... 6

Safety and evacuation procedures ......................................................................................................... 6

Smoking ............................................................................................................................................... 6

First aid ................................................................................................................................................ 6

General information .............................................................................................................................. 6

Conference app .................................................................................................................................... 7

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Contacts

Please read this handbook prior to the event as it contains all the information you will need while onsite at

the conference. If you have any questions or require further information, contact the conferences team.

General enquiries

Claire Garland

Tel: +44 (0)20 7470 4840

Mobile: +44 (0)7881 923 142

Email: claire.garland@iop.org

Conferences

Tel: +44(0)20 7470 4800

Email: conferences@iop.org

We hope that your time at the conference is trouble free. If you do encounter any problems, please report

them to the conferences team who will make every effort to rectify the issue as soon as possible.

Disclaimer

The Institute of Physics, Selsdon Park Hotel and their approved representatives accept no responsibility for

any accident, loss or damage to participant’s property during the conference.

Social Media

Follow and join the conversation at #IOPafpac2020

Organising committee

Frederic Cegla, Imperial College London, UK

Alain Lhémery, CEA Tech, Institut LIST, France

Pierre Gélat, University College London, UK

Nader Saffari, University College London, UK

Sponsors

Cyberdyne Verasonics

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Venue

The conference will be held at Selsdon Park Hotel in the UK.

Selsdon Park Hotel & Golf Club

Addington Road

Sanderstead

South Croydon

Surrey

CR2 8YA

The talks will be held in the Sanderson suite which is located on the ground floor. The refreshments will be

held in the Terrace Pantry, located just outside of the Sanderson suite (please see floor plan below) while

lunch will be held in the 1042 restaurant.

For a virtual tour of the venue please visit https://my.matterport.com/show/?m=A3Wi8av4TMp

Accommodation

Accommodation is included in the residential fee for the nights of Wednesday 15th and Thursday 16th

January. Rooms have been booked at either the Selsdon Park Hotel or the Hallmark Hotel. Rooms are

provided on a single occupancy, bed & breakfast basis, with dinner for both nights being held at Selsdon

Park Hotel. Participants who have been allocated a room at Hallmark Hotel have been notified.

Selsdon Park Hotel:

Check in from 3pm

Check out from 11am

Breakfast served daily in the main restaurant from 6.30am - 9.30am.

All delegates are able to make use of the Selsdon Park Hotel’s fitness facilities including a gym, which is

equipped with a range of cardio-vascular and resistance training equipment, tennis courts and squash

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courts, and a swimming pool. There is also a range of classes for all abilities including: Tai Chi, Pilates, aqua

aerobics, circuit training, and body conditioning.

Check in from 3pm

Check out from 11am

Breakfast served daily from 6.30am - 9.30am.

WiFi

Complimentary WiFi is available at Selsdon Park Hotel via the ‘DeVere Selsdon Estate’ Network. To access

the internet, simply connect to the network, launch your browser and enter your email address. You will only

need to login once during your time at Selsdon Park.

Travel

Selsdon Park is easily reached from four mainline stations including East Croydon which is 3.7 miles away

(and 12 minutes direct to London Victoria). Parking is extensive and free for guests of the hotel, conference

venue and leisure club. For travel information, visit the conference website.

The Hallmark Hotel Croydon is situated on the A23 road, just a 25-minute drive from London Gatwick Airport.

The M23 and M25 motorways can be reached in 15 minutes by car. East Croydon station offers a 16-minute

service to both Central London and Gatwick Airport.

Programme

For the latest programme, please refer to the conference website http://afpac2020.iopconfs.org.

A printed copy will be included in your welcome pack which you will receive at the event.

Registration

The registration desk will be located in the foyer outside the Sanderson Suite and will be open during the

times listed. Outside of these times and only in case of an emergency, telephone +44 (0)7881 923 142.

Participants will receive on arrival at the conference, a pen and pad, a printed programme, the abstract

booklet and a conference badge. Participants are asked to wear their badge at all times throughout the

conference to help with security and identify fellow participants. Replacement badges can be issued at the

registration desk for £2.50.

Wednesday 15 January 12:00-18:00

Thursday 16 January 08:30-17:40

The Hallmark Hotel

680 Purley Way

Croydon

CR9 4LT

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Friday 17 January 08:15-14:00

Payment

The organiser reserves the right to refuse admission to any participant who has failed to pay their registration

fee prior to the event.

Catering

Refreshments and lunch are included in the registration fee. Please refer to the programme for exact timings.

Dietary requirements

Participants with dietary requirements are asked to notify the conference office by email prior to their arrival

if not already done so when registering. It will not be possible to provide an alternative menu unless prior

notification has been received. Please email claire.garland@iop.org if you have any questions.

Social programme

Dinner will be held for residential delegates at the Selsdon Park Estate on Wednesday 15th and Thursday

16th January. Please find further details below.

Wednesday 15 January

Time: 19:00-21:00

Location: 1042 Restaurant

Thursday 16 January

Time: 19:00-22:00

Location: Cedar Suite

Presenter instructions

The meeting room will be equipped with audio-visual aids listed below:

Laptop, projector and screen

Remote clicker and laser pointer

HDMI and VGA Cable

Length of presentations

Presenters are asked to prepare their talks to match the allocated times which will be enforced by the

conference chairs.

Invited talks should be 30 minutes in total, including 5 minutes for questions

Contributed talks should be 20 minutes in total, including 3 minutes for questions

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Instructions for speakers

Your presentation should be loaded on to the PC located in the meeting room in the break preceding

the start of your session. Please save your presentation file in the appropriate named folder saved

on the desktop. Direct connection of personal laptops is the alternative approach but this should be

avoided if at all possible. The default connection port is a VGA cable.

Format and Technical Requirements

The meeting room is reasonably large, so speakers should use a minimum 16-point font size in

PowerPoint slides to ensure legibility.

To avoid potential problems with display fonts, please only use fonts common to both platforms

(Arial, Courier, Courier New, Geneva, Georgia, Helvetica, Times, Times New Roman).

For images in your presentations, it is preferable that the images are in jpg format.

If you have embedded video files to your presentation, they must be any of the following formats

mpg, mpeg, wmv avi or QuickTime (mov)

Do not forget to upload any video files separately in addition to your PowerPoint presentation.

Safety and evacuation procedures

The procedure on hearing the fire alarm, or on discovering a fire, is to vacate the building by the quickest and

safest route, and report to the assembly point. Residents should never use fire safety equipment to fight the

fire - it is installed for use by trained members of The De Vere Selsdon Estate staff who will be in attendance

in the event of an alarm. Guests and staff should not re-enter the building until the Fire Service or Security

team confirms that it is safe to do so.

Smoking

In accordance with government legislation, smoking is not permitted in any building, temporary enclosed

structure or substantially enclosed space outside of the building. E-cigarettes are also not permitted in the

venue.

First aid

If you fall ill or injure yourself during the conference, please report the incident to a member of staff who will

call a trained first-aider. In case of serious injury, paramedics will be called. All members of the conferences

team are also trained first aiders.

General information

Britain's currency is the pound sterling (£). Credit cards - especially Visa and MasterCard - are

widely accepted in restaurants, bars, cafés and shops. American Express and Diners Club cards are

less commonly accepted. There are plenty of cash machines (also known as cashpoints or ATMs)

available within walking distance of the hotel.

Value-added tax (VAT) is a 20% sales tax levied on most goods and services except basic food

items, books and children's clothing. Restaurants must, by law, include VAT in their menu prices. If

you are travelling for leisure or business purposes, you may be eligible for a VAT refund. The VAT

refund scheme is called the Retail Export Scheme or Tax-Free Shopping.

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Electricity – British electrical standards are 50Hz 230 volts, so some North American and European

electrical devices may require converters; all require plug adapters.

Telephone - If you're visiting the UK from abroad, the UK dialling code is +44 (which replace the 0).

Emergencies - Visitors should be aware of their personal safety. Call 999 for the emergency services

(police, fire and ambulance) which is a free call from any phone. You can also call 112 for non-life

threatening assistance and to report crimes. To report non-urgent crime, call the police on 101 from

within the UK.

Weather - The Weather in the UK can be unpredictable and therefore we recommend participants

bring a water proof rain jacket and/or umbrella. The average temperature for January is 11C.

Conference app

Anglo-French Physical Acoustics 2020 will have its own dedicated conference mobile app. To opt in, please

follow the instructions included in your confirmation email.

Conference Handbook

Institute of Physics37 Caledonian Road, London N1 9BU

Telephone: +44 (0)20 7470 4800iop.org/conferences

Registered charity number 293851 (England & Wales) and SC040092 (Scotland)